Landlord inventory template UK: free checklist and how to run a check-in
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This landlord inventory template UK landlords can use for free lists every room, what you provide in it and its condition, backed by dated photos and signed by the tenant at check-in. There's no law that says you must have an inventory, but when a tenant disputes a deposit deduction, the deposit scheme decides on the evidence each side provides [1], and a detailed check-in inventory compared with a check-out record is the strongest evidence a landlord can have. Use the template below, photograph everything, and get the tenant to sign and return it within a few days of moving in.
Why a landlord inventory matters
Deposits in England and Wales must be protected in a government-approved scheme, and if you and your tenant can't agree on deductions, the deposit stays in the scheme until the dispute is settled [1]. The scheme's adjudicator can only compare what you can show: the condition at the start and the condition at the end.
Without a check-in inventory, "the carpet was new" is your word against theirs. With one, plus photos, it's a record.
An inventory also helps with:
- pet damage, which you can claim from the deposit under the Renters' Rights Act pet rules [2]
- fair wear and tear arguments, because you can show age and condition at the start
- repairs during the tenancy, because you know what was there
Landlord inventory template UK (free)
Copy this structure for each property. Record each item's description, condition and cleanliness, and reference the photo numbers.
Property details
- Address
- Date of inventory
- Furnished, part-furnished or unfurnished
- Meter readings: gas, electricity, water (with photos)
- Keys handed over: number and type of each
For every room (hall, living room, kitchen, each bedroom, bathroom, garden)
| Item | Description | Condition | Cleanliness | Photo refs |
|---|---|---|---|---|
| Walls | Colour, finish | Marks, holes, scuffs | ||
| Ceiling | Cracks, stains | |||
| Floor / carpet | Type, colour | Stains, wear, burns | ||
| Doors and handles | ||||
| Windows, frames, glazing | Cracks, seals, locks | |||
| Curtains / blinds | ||||
| Light fittings and switches | Working? | |||
| Sockets | ||||
| Radiators | ||||
| Furniture provided | Each item listed |
Kitchen extras: oven, hob, extractor, fridge, freezer, washing machine, dishwasher, worktops, cupboards, sink, taps.
Bathroom extras: bath or shower, screen or curtain, toilet, basin, taps, tiles, grout and sealant, extractor fan, mirror.
Safety items to note: smoke alarms on each storey and carbon monoxide alarms where required (tested at check-in), with dates [3].
Documents given to the tenant (record dates): gas safety certificate, EICR, EPC, deposit prescribed information, and any Renters' Rights Act written information for new tenancies.
Sign-off: landlord signature and date; tenant signature and date, with a line for the tenant's comments.
Condition words to use
Consistency helps an adjudicator. Use a small, clear scale:
- New: unused
- Good: light signs of use only
- Fair: noticeable wear but fully working
- Poor: worn, damaged or not working
Be specific: "two 2cm scuffs on wall left of door" beats "some marks".
How to run a check-in: step by step
- Clean first. Note the cleaning standard; it's often the biggest dispute at check-out.
- Walk each room in the same order and fill in the template.
- Photograph everything, wide shots then close-ups of any damage, with the date visible or recorded.
- Test alarms and appliances and note the results.
- Read the meters and photograph them.
- Give the tenant the inventory and a short window, such as 7 days, to add comments.
- Get it signed and keep the signed copy.
Check-out: compare like with like
At check-out, use the same template, same room order and same photo angles. That makes differences obvious. Allow for fair wear and tear: normal ageing from reasonable use isn't damage.
Landlord inventory app or paper?
Paper works if you're disciplined about photos and storage. The common failure is losing the photos: they're on an old phone, or mixed in with 4,000 others.
Gaffy has a room-by-room inventory built in: record what you provide in each room and the condition it's in. It also keeps two dated photo sets per property, move-in and move-out, so the comparison is ready if a deposit is ever disputed. During the tenancy, tenants report damage or repairs through their repair link with up to 5 photos, timestamped. See Gaffy's inventory and photo features.
Inventory tips that win disputes
- Date everything. Photos without dates are weaker evidence.
- Shoot in good light, and take a wide shot of each wall plus close-ups.
- Record smells and cleanliness, not just damage. Cleaning is a common dispute.
- Note the age of items where you know it, such as "carpet fitted 2023". Age matters for wear and tear.
- Don't over-describe. "Excellent condition" everywhere invites challenge. Be accurate.
- Keep the tenant's comments. If they flagged a stain at check-in, you can't claim for it later.
- Store it safely, with the tenancy agreement and deposit paperwork.
Mid-tenancy inspections
An inventory isn't just for the start and end. A walk-round inspection during the tenancy, with at least 24 hours' notice [4], lets you spot damp, leaks and damage early, when they're cheaper to fix. Use the same room order and note changes since check-in.
Check-out day: a short routine
- Book the check-out for the day the tenant leaves, or as close as possible.
- Take the original inventory and walk the same route.
- Photograph from the same angles as at check-in.
- Read and photograph the meters.
- Collect all keys and record them.
- Note differences, and separate damage from fair wear and tear.
- Send the tenant a summary of any proposed deductions promptly.
FAQs
Is a landlord inventory a legal requirement in the UK?
No law requires one, but it's your main evidence if a deposit deduction is disputed [1].
Who should do the inventory?
You can do it yourself or pay an independent inventory clerk. What matters is detail, photos and the tenant's signature.
Should the tenant sign the inventory?
Yes. Give them a short window to add comments, then keep the signed copy.
How many photos do I need?
Enough to show every room and every item's condition, with close-ups of existing damage.
Can I deduct for fair wear and tear?
Normal wear from reasonable use isn't damage. An inventory helps you show what's beyond it.
Does a pet change the inventory?
Record floors, doors and gardens carefully. You can deduct pet damage from the deposit [2].
How does Gaffy help?
Gaffy keeps a room-by-room inventory and dated move-in and move-out photos per property, plus a repair link with no app for tenants. It's £12 a month for up to 5 properties, plus £4 a month for each extra property, and the first month is free.
Sources
- GOV.UK, Deposit protection schemes and landlords: https://www.gov.uk/deposit-protection-schemes-and-landlords
- GOV.UK, If a tenant wants a pet to live with them: https://www.gov.uk/assured-tenancy-agreements-a-guide-for-landlords/if-a-tenant-wants-a-pet-to-live-with-them
- GOV.UK, Smoke and carbon monoxide alarms: explanatory booklet for landlords: https://www.gov.uk/government/publications/smoke-and-carbon-monoxide-alarms-explanatory-booklet-for-landlords
- GOV.UK, Renting out a property, Making repairs: https://www.gov.uk/renting-out-a-property/making-repairs